7 Best HVAC Proposal Apps in 2026

How to Choose the Right Proposal App for Your HVAC Business

The right HVAC proposal app for your business depends on the types of jobs and customers you’re creating proposals for. For example:

• Are you bidding on complex commercial projects? 

• Are you proposing detailed commercial service contracts?

• Are you creating service and replacement proposals for homeowners or mom-and-pop businesses?

Many software options on the market are classified as “HVAC proposal apps,” but most don't handle all of these use cases. 

Some solutions offer strong features for construction proposals, but lack workflows for service contract proposals. Other solutions excel at residential service and replacement but fall short in commercial construction and service.

To choose the right app for you, consider your specific needs in an HVAC proposal tool, then make sure the solution you choose supports those use cases.

We’ve put together a categorized list of well-regarded solutions for you to explore, starting with our platform, ServiceTitan.

HVAC Proposal Software to Consider

1. ServiceTitan — All-In-One Solution for Commercial and Residential 

2. Jobber — Residential and Light-Commercial Service and Replacement

3. Housecall Pro — Residential and Light-Commercial Service and Construction

4. FieldEdge — Residential and Light-Commercial Service and Replacement

5. Procore — Enterprise-Level Construction Operations

6. BuildOps — Commercial Service and Project Management 

7. Simpro — Commercial Service and Project Management

1. ServiceTitan — An All-In-One Solution for Commercial and Residential HVAC

ServiceTitan is built for commercial and residential specialty contractors who need a unified system across new construction, installation, service, and recurring revenue. 

Here's how we support HVAC contractors specifically when it comes to creating estimates and proposals for:

• Commercial construction

• Commercial service contracts

• Residential/light commercial service and replacement

How ServiceTitan Supports Commercial HVAC Construction Proposals

Create Opportunities Designed for Project Work

ServiceTitan CRM lets teams create project-specific opportunities with details like expected contract value, projected labor rates, and job location attached from the start. When the opportunity converts to a project, those details carry forward automatically. No re-entering data, no broken handoffs between estimating and project management.

Build Detailed Line-Item or Rough Project Estimates

ServiceTitan gives contractors the flexibility to create different types of construction estimates depending on how much is known upfront.

Precise Line-Item Estimates for Projects Where All Details Are Known Upfront

Contractors can build precise line-item estimates that list the exact services, materials, and equipment required for a job. Every item pulls directly from your pricebook, ensuring accuracy in material costs and consistency in pricing.

Line-item estimating is ideal for smaller, shorter-term projects where detailed scope and costs are known upfront. Estimates can also trigger purchase orders via requisitions, tying directly into purchasing and invoice closeout workflows for streamlined job costing and project management.

Rough Estimates for Complex Projects Where You Need Flexibility

For larger or long-term projects where every detail isn't known upfront, rough project estimates use summary tasks and revenue items to represent overall contract value and projected costs. Default project labels for pricebook items, job types, and technicians auto-populate the Budget vs. Actual table, keeping expenses organized without requiring every line item in place.

Note: ServiceTitan doesn't perform takeoffs directly, but it's built to receive your takeoff data, whether you import it from your preferred takeoff tool, upload from a spreadsheet, or enter it manually. Once your quantities are in ServiceTitan, they map automatically to your pricebook so costs are calculated accurately.

Manage Multiple Estimate Options from a Single Opportunity

Contractors often submit multiple pricing scenarios to convey alternate scopes, value-engineered options, or phased approaches. ServiceTitan lets teams create and manage multiple estimates under a single opportunity. Estimated labor hours sync between estimates and the opportunity in real time, giving leadership earlier visibility into staffing needs before contracts are signed.

Convert Won Opportunities Directly into Active Projects

When a customer approves an estimate, the opportunity automatically moves to Closed Won and a project is created, inheriting job details, dates, and estimate data. Teams move into execution without re-creating records.

Understand Why Bids Are Lost

When an opportunity is marked as lost, ServiceTitan prompts users to select a Closed Lost Reason and add context. Over time, this gives contractors clearer insight into why bids are lost, helping them refine pricing strategies and improve win rates.

Track Sales Team Performance with Out-of-the-Box Dashboards

Sales managers can skip building custom reporting in Power BI or Excel. ServiceTitan's CRM offers built-in dashboards for win/loss tracking, individual rep performance, pipeline health, and weekly or monthly team meetings with minimal configuration required.

Move Seamlessly Into Project Management and Collaboration

Beyond CRM and estimating, ServiceTitan also offers a full suite of construction project management tools. 

Here’s a quick look at some key features in our project management workflow:

• Project Dashboards: When a new residential or commercial project is created in ServiceTitan, a project overview page is automatically generated. From this dashboard, contractors and project managers can keep track of all project details in one place.

• Project Planning: Keep projects on track with visibility into every phase. Create a dynamic plan that auto-updates progress and costs as work gets completed.

• Daily Logs: Quickly generate standardized daily logs on site and instantly create detailed AI-powered summaries for GCs and stakeholders.

• Crew Management: Complete projects on time with crew management tools to track schedules, capture time and progress in the field, and allocate resources for higher labor utilization.

• Document Management: Centralize your drawings, plans, and documents in one secure place. With intuitive folders, filters, and search, let your project team quickly find and share what they need.

• RFIs and Change Orders: Create and convert RFIs to change orders and track changes to completion in a single integrated platform with real-time financial and status tracking.

• Progress Billing: Collect accurate payments on time with a clear view of your schedule of values. Generate AIA-standard payment applications in a single click.

• Project Financials: Track progress and costs with a comprehensive financial view of every project and know what's been billed and what's still on the backlog. Access a detailed budget versus actual breakdown to get needed insights to make informed decisions and keep projects profitable.

• Accounting Integrations: Ensure financial data is accurate across platforms with seamless syncing of accounting data with your preferred ERP.

How ServiceTitan Supports Commercial HVAC Service Contract Proposals

For commercial HVAC contractors, the sales process for service agreements should live in a CRM, not a spreadsheet. ServiceTitan's commercial CRM includes a dedicated Service Agreement pipeline where sales leaders can see deal stages, filter by account owner or business unit, and spot opportunities that need follow-up.

When a prospect is ready for numbers, the account executive (AE) creates a Service Agreement quote directly from the CRM opportunity. From there, ServiceTitan handles the heavy lifting.

Standardized Templates and Auto-Drafted Scope

Instead of starting from a blank form, AEs select from admin-defined templates representing the packages your business sells (e.g., "Gold HVAC Planned Maintenance – 12 Months"). Behind each template, administrators pre-set duration, billing schedules, payment terms, rate sheets, target gross margin, auto-renew rules, and default pricing mode. 

AEs skip repetitive data entry and start from intelligent defaults, only tweaking when the deal requires it.

The AE then selects the customer location and adds equipment to be covered. ServiceTitan pulls from equipment already captured in the field (via techs using the mobile app to scan model and serial numbers with OCR), so there's no retyping or manual spreadsheets. 

Once the equipment is confirmed, a single click on Auto Draft generates the entire scope of work — recurring visit structures, time estimates, and material costs — based on your maintenance defaults for each equipment type.

The result is a fully drafted scope that would otherwise take 20-30 minutes or more to build manually. AEs still have full control to adjust frequencies, add or remove tasks, or customize individual visits.

Margin-Based Pricing is Built-In

Because ServiceTitan already knows estimated labor hours and material costs from the scope, it calculates total estimated cost and applies your target gross margin to suggest a price. AEs can adjust margin up or down, lock in a specific price and see the resulting margin, change billing schedules, or modify payment terms. Revenue recognition rules (immediate, deferred percent-complete, or straight-line deferred) are handled by admins, so AEs see a clean pricing experience without wrestling with accounting logic.

Version Management, E-Signature, and Activation

Commercial deals involve negotiation. AEs can duplicate agreement versions and adjust scope, pricing, or terms to present "Good / Better / Best" packages, different term lengths, or alternate scopes — with every change tracked in an audit trail. When the customer is ready, they e-sign the agreement. On activation, the CRM opportunity automatically moves to Closed Won, and billing schedules and visits go live.

From Agreement to Field Work

Once active, the agreement drives operations. ServiceTitan generates scheduled visits, which appear on dispatch boards like any other job. Techs in the field see the equipment tied to the agreement, capture details and photos, and identify additional opportunities (repairs, upgrades, additional sites) that flow back into CRM as new pipeline.

Automatic Material Planning 

Because materials were defined at the equipment and visit level, activating the agreement also feeds inventory and purchasing. Purchasing managers can view material needs by upcoming visits, generate requisitions, purchase orders, warehouse transfers, and warranty returns. At scale, across dozens or hundreds of agreements, ServiceTitan automatically builds the material demand picture without manual spreadsheet wrangling between sales and purchasing.

Accounting and the Growth Flywheel

Invoices are generated according to the billing schedule, respecting payment terms and revenue recognition rules. All actions are visible in the agreement's audit trail.

Each agreement also feeds a growth flywheel. Equipment captured in the field powers fast agreement estimates. Agreements create recurring revenue and proactive site visits. Techs uncover new opportunities during inspections. Those opportunities enter the CRM pipeline and lead to more projects and agreements. Because CRM, estimating, agreements, field operations, purchasing, and accounting all live in one platform, there's less double-entry, fewer integration headaches, and more visibility into the true value of your maintenance customer base.

How ServiceTitan Supports HVAC Residential Service and Replacement Proposals (and Light Commercial Work)

Residential and light commercial HVAC estimating requires different tools than commercial construction or service contracts. Pricebook management, mobile estimate creation, and upselling features all become critical.

Pricebook Management

Accurate field estimates depend on up-to-date pricing. ServiceTitan's pricebook tools let contractors organize pricebooks into categories for easy navigation, keep prices current with individual and bulk editing, use Dynamic Pricing to auto-update pricing according to customized parameters, and set labor rates once so they flow through to flat-rate pricing automatically.

Users can upload existing pricebooks, build from scratch, or use Pricebook Pro, an add-on where ServiceTitan curates and continually optimizes a flat-rate pricebook for you. Pricebook Pro also includes Price Insights, an AI-powered feature that compares your pricing against local market averages and shows a confidence meter, so you can bid competitively without leaving margin on the table.

Create and Present Proposals From the Field or Office

Technicians can build estimates in the field via the mobile app (Android and iOS) using a pre-built estimate template or from scratch. They select HVAC equipment from the pricebook, which pulls item information, product details, images, and pricing into the estimate automatically. Techs can also compile multiple estimates into a Good-Better-Best proposal for residential customers to increase average ticket prices.

For shops that prefer office-built estimates, office staff can build estimates via the desktop app based on data collected in the field.

Customer Financing and Payments

ServiceTitan's integrated customer financing tool lets you offer financing options that can be approved in real time, reducing friction in the sale. You can also accept payments via check or credit card to reduce the time it takes to get paid.

Sign Up For a Demo to See How Our Proposal Features Work

ServiceTitan covers the full spectrum of HVAC proposal workflows from commercial construction bids and multi-site service agreements down to residential Good-Better-Best proposals built on a tablet at the kitchen table. Most HVAC sales software handles one of those scenarios well. Few handle all three inside the same platform, connected to the same pricebook, CRM, dispatch board, and accounting system.

If your business touches more than one type of HVAC work, that matters. Running separate tools for commercial estimating, service agreement management, and residential proposals means duplicated data, disconnected pipelines, and no single view of what’s actually happening across your operation.

2. Jobber — Residential and Light-Commercial Service and Replacement

Jobber is a field service management software for home service companies, covering scheduling, dispatch, quoting, and invoicing, with QuickBooks integration. It's built mainly for smaller residential trades rather than larger operations running commercial or construction work alongside service. 

3. Housecall Pro — Residential and Light-Commercial Service and Construction

Housecall Pro is a mobile field service management platform built for home service businesses. It covers scheduling and dispatching, estimates, invoicing, and QuickBooks integration, along with online booking and customer communication tools. It's designed primarily for smaller to mid-sized residential trades looking for an easy-to-implement, all-in-one tool.

4. FieldEdge — Residential and Light-Commercial Service and Replacement

FieldEdge is a field service platform built for HVAC, plumbing, and electrical service businesses, with functionality for quotes and invoicing, scheduling and dispatching, and service agreements. It also offers project management tools for longer-term jobs, and serves both residential and commercial service work.

5. Procore — Enterprise-Level Construction Operations

Procore is a construction management software solution designed to serve a wide range of customers, including civil and infrastructure, general contractors, owners, public agencies, and specialty contractors. Procore offers comprehensive tools for preconstruction, project management, quality and safety, cost management, and more. 

The platform also includes expansive integration capabilities with other software and provides extensive training resources and customer support, ensuring that users can maximize the software's potential. 

6. BuildOps — Commercial Service and Project Management 

BuildOps is a field service management and construction platform built specifically for commercial MEP (mechanical, electrical, plumbing) contractors, covering both service work and project work in a single system. It includes dispatching, work orders, estimates and proposals, project management, invoicing, and a mobile app for field crews.

Because it's purpose-built for the commercial trades, it's a strong fit for contractors focused primarily on commercial service and construction.

7. Simpro — Commercial Service and Project Management

Simpro is a field service management platform for trade and field service businesses, operating globally across the U.S., UK, Australia, and New Zealand. It offers scheduling, work order management, quoting and estimating, invoicing, preventive maintenance contract tracking, and a customer portal.

Its project capabilities are lighter and geared mainly toward service projects, which makes it a closer fit for contractors focused on service and maintenance than those running heavy construction work alongside it.

Choosing the Right HVAC Proposal App 

Choosing the best HVAC proposal software for your business comes down to whether the functionality fits your specific proposal needs. But it’s also essential to consider how the tool you choose connects to the rest of your business’s workflows.

Many HVAC contractors run a mix of service and project work across residential and commercial divisions, and for them a proposal requires different things in different contexts. But few platforms meet all of these different needs.

With ServiceTitan, each division is supported with the proposal tools they need, whether a tech is presenting good-better-best options to a homeowner, or a project manager is sending a bid off to a general contractor.